Grant (Contract) Administrator
Job Details
Business Office - Irvine, CA
Full Time
2 Year Degree
$27.50 - $33.85

The following is a summary of the essential functions of the job. The employee may perform other duties, both essential and non-essential, that are not mentioned below; and specific responsibilities may vary.


Human Options seeks a detail-oriented individual with excellent organizational and analytical skills to fill the position of Grant Administrator. In cooperation with the Director of Finance, the candidate will assist in the execution of the organizations billing functions, including grants/contract financial review and related financial reporting. In cooperation with the Grant Writer, the candidate will support maintenance of grant documentations and monitor grant spending and timelines. The ideal candidate is proficient with financial accounting software, non-profit accounting principles, and possesses grant/contract financial management experience.


Essential Duties and Responsibilities:

  • Under the direction of the Director of Finance, the Grant Administrator is responsible for the coordination of all grant contracts, including tracking, invoicing, and monitoring of grants.

  • Draft and prepare budgets and budget modifications.

  • Organization and maintenance of grant documentation for each grant contract.

  • Maintain current and complete grant contract files for each grant.

  • Gather and maintain frequently used agency information, documentation and statistical data for use in grant proposals and reports.

  • Monitor contract compliance and maintain grants calendar of activities and deliverables.

  • Government grants/contracts

  • Prepare grant budgets for approval by appropriate supervisors and managers.

  • Track progress of contracts, spending, and monitor grant invoicing. Prepare associated reports.

  • Make budget modifications/adjustments according to program spending and communicate adjustments to program directors and administration.

  • Prepare monthly and quarterly invoices and grant financial reports for multiple federal, state, and local grants.

  • Administer grants in conformance with all fiscal, programmatic, and administrative compliance guidelines.

  • Contact prospective fund sources regarding guidelines or necessary information.

  • Participate in annual audit process and annual budget process related to grants.

  • Close out grants in a timely manner for assigned awards, which includes overseeing financial reconciliation.

  • Execute administrative duties, including:

  • Answering phones

  • Welcoming visitors and clients

  • Coordinating deliveries and non-cash donations

  • Making bank deposits.

  • Abide by professional confidentiality guidelines by only sharing client information within the organization when it meets the needs of the client.

  • Ability to abide by Human Options values: diversity, respect, curiosity, ingenuity, individuality, a commitment to excellence, and maintain a supportive environment.

  • Other duties as assigned.


Knowledge, Skills, & Abilities:

  • Strong oral and written communication skills.

  • Manage individual programs to meet the overall Agencys big picture.

  • Provide clear and direct communication through the organizational structure.

  • Detail oriented, organized, and ability to work well on multiple tasks simultaneously.

  • Excellent time management skills.

  • Strong organizational skills and ability to work independently and use good judgment.

  • Ability to carry out projects and responsibilities to completion.

  • Strong interpersonal skills to assist in collaborative projects.

  • Experience with financial reporting, preferably for grant funded activities.

  • Satisfactory computer tech skills, including the usage of data systems and programs, like Microsoft Word, Excel, Outlook, and Google Drive.


  • AA or BA in related field preferred or commensurate work experience may be substituted.

  • Two years of government contracting, tracking, monitoring, and billing experience.

  • Self-motivated, flexible, a good listener, proactive, and a team player.

  • Detail oriented and strong time management skills.

  • Excellent customer service.


  • We ignite social change by educating Orange County to recognize relationship violence as an issue that threatens everyone, advocating for those affected abuse, extending a safe placed or victims and empowering survivors on their journey of healing. 


  • We are committed to a future in which every person and family in Orange County experiences safe, healthy relationships and lives free from fear.  

ADA Job Characteristics:

The work environment is primarily in an office setting, and includes travel to see clients or to different sites. Lift and carry up to 25 pounds up to waist length, extend both arms above the head and/or reach below the waist, stoop, squat, crawl, bend the back to open lower-level filing drawers, or to retrieve stored items, climb on stools, steps and/or ladders. Sit and/or stand frequently. Use fine manipulation (hands and wrist) to operate a keyboard, take notes, complete and file reports, file and copy documents. Corrected vision to normal range. Speak in normal vocal tone and range, and communicate clearly and concisely to and with others. Apply normal reasoning and detail as required in the accomplishment of job duties.